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Best Practices7 min readJanuary 11, 2026

Document Security Best Practices

Essential security practices to protect your sensitive documents and signatures, from encryption and access controls to audit trails and compliance frameworks.

MT

Michael Torres

CTO & Co-founder

Protecting Your Documents

Document security is critical. Follow these best practices to keep your sensitive information safe.

Authentication

Use Strong Passwords

  • Minimum 12 characters
  • Mix of letters, numbers, symbols
  • No dictionary words
  • Enable Two-Factor Authentication

    Add an extra layer of protection with:

  • Authenticator apps (recommended)
  • SMS codes
  • Hardware keys
  • Verify Signer Identity

    For sensitive documents, use:

  • Email verification
  • SMS codes
  • Knowledge-based authentication
  • ID verification
  • Access Control

    Principle of Least Privilege

    Only give access to those who need it.

    Regular Access Reviews

    Periodically review who has access to what.

    Revoke Access Promptly

    When someone leaves, immediately revoke their access.

    Document Handling

    Classify Documents

    Identify which documents are sensitive and handle accordingly.

    Use Encryption

    Ensure documents are encrypted at rest and in transit.

    Secure Deletion

    When deleting sensitive documents, use secure deletion methods.

    Monitoring

    Review Audit Logs

    Regularly review who accessed what documents.

    Set Up Alerts

    Get notified of suspicious activity.

    SignFlow Security Features

  • 256-bit AES encryption
  • SOC 2 Type II certified
  • GDPR compliant
  • Comprehensive audit trails
  • Role-based access control
  • Learn more about our security

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